Report Writing - PowerPoint PPT Presentation

Report Writing. Unit III. What is a business report?. A business report is an oral presentation or written business document that provides information, requests funding or approval, analyzes company or market data, or makes recommendations for innovations and change. A Report is….

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A business report is an oral presentation or written business document that provides information, requests funding or approval, analyzes company or market data, or makes recommendations for innovations and change.

Reports provide information, analysis, or recommendations that can be used to solve problems; monitor or document progress; clarify or implement policies or procedures; and guide change, direction, or decisions. While proposals are a form of report, the difference is that they request funding, or acceptance in exchange for work to be performed.

Here the detailed information which has been collected is sifted for relative importance and relevance and classified under appropriate headings, usually in descending order of importance, where the most important comes first.

Having classified the detailed information of the report and summarised its main conclusions, the writer’s last duty, if required, is to identify the means by which a problem may be solved or a deficiency remedied, so that decisions may be made or advice acted upon.

The content of this report falls into three principal sections, equating to a ‘beginning, middle and end’, and may be used in a variety of situations where the subject of the report is neither too long nor complex.

This opening section puts the report into a context and briefly outlines the essential background information needed to make the detailed information which follows in the middle section intelligible to the reader.

This section would also indicate who had commissioned the report, its author and any further details corresponding to the ‘Terms of Reference’ section of the Short formal report.

In this last section the main points of the report are summarised as conclusions and any actions required, recommendations or means of resolving a problem outlined. Thus the ‘Conclusions’ and the ‘Recommendations’ sections of the Short Formal Report are combined.

A fire drill in your offices last week revealed a number of alarming inadequacies. Many members of staff behaved quite indifferently; others seemed to have no idea what they should do, while one or two simply did nothing at all, saying that they were ‘far too busy’. As a consequence, you have been detailed to draft a memorandum to all staff aimed at emphasising the possible dangers in remaining indifferent to company regulations in case of fire at securing an improved response.